Creating a Purchase Order for Stock Material

Objective

After completing this lesson, you will be able to create a purchase order for stock material

Introduction

Watch the following video to discover the first step in a simple stock procurement process: creating a purchase order.

Stock Material Definition

To help Paula, we first need to clarify what a stock material is.

A stock material is a material that is kept in stock. Such materials are placed into storage after a goods receipt. When such materials are received or issued, the stock on hand is increased or reduced by the quantity received or issued.

Paula can only order a material for stock if there is a master record for the material in the system.

Material Master Record

The material master is the company’s central source of material-specific data. It is used in all areas of logistics. The integration of all material data in a single database object eliminates the problem of data redundancy. All areas, such as purchasing, inventory management, materials planning, and invoice verification, can jointly use the stored data.

The data stored in the material master is required for many activities, including the following:

Purchasing data for ordering purposes
Inventory management data for posting goods movements and physical inventory management
Accounting data for material valuation
Material planning data for material requirements planning

Paula already knows which supplier she wants to procure the material from. You always need to have a supplier master record to be able to create a purchase order.

Supplier Master Record

Supplier master data is managed in SAP S/4HANA using business partner master data. This approach allows master data for suppliers and customers to be maintained centrally.

The supplier master is the central source of supplier-specific data in the company. The following data, among others, is part of the supplier master record:

Supplier address and communication data
Purchasing data for ordering purposes
Terms of payment
Accounting data for financial transactions

Purchase Order Creation

This graphic shows that you can create a purchase order with reference to a purchase requisition or from scratch. Data in the purchase order can be inherited from master records.

Paula can enter a purchase order without referring to any existing documents in the system.

When she starts entering the purchase order data, some data from existing master records is copied to the purchasing document by default. This reduces the amount of data that she has to enter. Data such as unit of measure, material description, material group, and purchase order text are copied from the material master record into the new document. The supplier's address and payment information are taken from the supplier master record.

Paula can also minimize data entry time by creating purchase order items with reference to an existing purchase order or purchase requisition, for example.

To create a new purchase order for stock material, Paula can use the Manage Purchase Orders app. She can also use this app to select, monitor, view, and change purchase orders.

The following demo shows how to create a new purchase order for stock material using the Manage Purchase Orders app.

DemoStart Demo

Purchase Order Output

This image shows that the purchase order itself, a corresponding delivery reminder or acknowledgment reminder can be printed or sent via e-mail or EDI.

You can output purchase orders as messages. Each time you create a purchasing document, the system creates an output message for the document. This message can be issued when the purchase order is saved or at a later time.

The following demo shows you how to monitor a purchase order and display the output message.

DemoStart Demo

Log on to the SAP Fiori Launchpad

Before you can start your work, you need to log on to the SAP S/4HANA system. To be able to use SAP Fiori Apps to perform your tasks, log on to the system using the SAP Fiori Launchpad.

In the training landscape, different SAP Fiori launchpads desktop apps are available. For this training use the S4HANA T41 Fiori Launchpad entry from the Microsoft Windows apps menu.

Caution

The following applies to this and all further exercises:

To log o to the system use the S4HANA T41 Fiori Launchpad desktop app.
If a value in the exercise contains ##, replace the ## characters always with the number assigned to you.

Steps

Access the S4HANA T41 Fiori Launchpad desktop app using the Microsoft Windows search and the search term T41.
1. Choose the Microsoft Windows search.
2. Enter T41 as search term.
3. Choose S4HANA T41 Fiori Launchpad - Desktop app from the search result.
Log on to the SAP Fiori Launchpad with the following data:
Field Value
User S4500-##
Password Welcome1
Language EN - English
1. In the logon screen, enter the data from the above table.
2. Choose Log On.
Result
You are now logged on to the SAP S/4HANA system.
Note
The Quick Tour window may be displayed.
You can decide whether you want to use the Quick Tour to learn more about personalizing the Launchpad or using the search function, for example. In the Quick Tour, you will find short explanations on various general topics with links to further information, videos or interactive tutorials.
To close the Quick Tour window, choose (Close Lightbox) at the top right of the window.

Field	Value
User	S4500-##
Password	Welcome1
Language	EN - English

Create and Display a Purchase Order

Note

To perform this exercise, use the S4HANA T41 Fiori Launchpad.

If a value in the exercise contains ##, replace the ## characters with the number assigned to you.

The warehouse stock of material A500-## must be replenished. Create a purchase order and check the correctness of the message for this purchase order.

Steps

Order 100 pieces of the material A500-## (Oil pump 500/##) for plant 1010 (Hamburg). The material is purchased from supplier T-S52A## (EFT-Parts ## GmbH) at a price of EUR 52. The delivery date is <Today + 1 Week>. To create the purchase order, use the Manage Purchase Orders app.
Before you save the PO, look at the purchasing group and the purchasing organization.
Purchasing group
Purchasing organization
Save the purchase order and close the Manage Purchase Orders app.
1. On the SAP Fiori launchpad, choose the Purchase Order Processing tile group, and start the Manage Purchase Orders app.
2. To add a new purchase order, choose Create.
3. On the Purchase Order window, enter T-S52A## in the Supplier field.
4. In the Items section, choose Create.
  Caution
  Make sure to create a purchase order item in the Items section and not in the Limit Items section.
5. Enter following data for the item and after this, confirm you entries by pressing Enter:
  Field Value
  Material A500-##
  Plant 1010
  Order Quantity 100
  Net Order Price 52
6. Click the arrow button on the right side of the item line to open the item details.
7. On the Purchase Order Item window, choose the Schedule Lines tab page.
8. In the Delivery Date field, change the date to <Today + 1 Week>.
9. To return to the PO overview, choose Apply.
10. Look at the Basic Data and note that the Purchasing Group is Z## and the Purchasing Organization is 101C.
11. To create the PO, choose Order.
  If you like, make a note of the PO number.
12. Choose (Navigate to Home) to leave the app.
Use the Manage Purchase Orders app to select all purchase orders for supplier T-S52A## and your purchasing group Z##. Display your PO and check the message for the supplier.
Which channel is used to output the message and what is the status of the message?
Display the PDF for the message.
1. Start the Manage Purchase Orders app on the SAP Fiori launchpad.
2. Enter supplier T-S52A## and your purchasing group Z## as filter values. To start the selection, choose Go.
3. To display the details of your PO, choose the PO number or the arrow button on the right site of the item line in the list.
4. Choose the Output Management tab page.
  The Status of the message is To Be Output and the Channel is Printout (PRINT).
5. To display the message, choose (Show More per Row) on the right side above the list and then choose (Display Document).
  The preview of the message opens in a new browser tab.
6. Choose (Navigate to Home) to leave the app.
If the message for your purchase order has the status To Be Output, output the message.
To do this, use the Print Scheduled Purchase Orders app from the Purchase Order Processing tile group. Process all purchase orders for your purchasing group Z## and supplier T-S52A##.
1. Start the Print Scheduled Purchase Orders app on the SAP Fiori launchpad.
2. Enter T-S52A## in the Supplier field and Z## in the Purchasing Group field.
3. Choose Execute.
  After the message has been processed, the Display logs window appears, from which you can see whether your purchase order has been successfully issued.